Administrative Coordinator for Intercollegiate Athletics

Job Details

Level: Entry

Job Location: Earlham College - Richmond, IN

Position Type: Part Time

Job Category: Staff

JOB DESCRIPTION SUMMARY

This is a temporary, 12-week assignment. The Administrative Assistant in the Department of Athletics will provide primary administrative and office support to ensure efficient operations for the department. This individual will assist the Director of Athletics, Associate Director of Athletics, and Assistant Director of Athletics and will support the department through a variety of tasks related to organization, communication and operations. This individual must have strong organizational and communication skills in order to work with others both inside and outside of the College.

SPECIFIC DUTIES INCLUDE

The duties and responsibilities include, but are not limited to, the following functions:

Receptionist/Department Administrative Assistant

• Serve as a receptionist for the department by demonstrating a welcoming, professional, and pleasant personality when answering the phone and/or greeting/assisting students, staff, parents, and visitors
• Provide general secretarial support to all department staff members
• Inventory and order office supplies
• Prepare monthly copier report
• Distribute the daily mail and prepare major mailings
• Update and maintain the staff directory with necessary information and follow up with employees who have outstanding items
• Send out weekly events calendar for the department
• Assist in ordering prizes and awards when necessary including assisting the Assistant Director of Athletics with end of the year awards and gifts
• Assist with new employee entrance and employee exit protocols including paperwork, scheduling HR appointments and establishing or discontinuing access to necessary databases, credit card, payroll, keys etc.
• Create a welcome folder and a general ring of information for new employees

Financial

• Track budget expenses and maintain budget files
• Prepare check warrants, purchase vouchers, and purchase orders
• Process deposits and withdraws
• Process travel vouchers and invoices and issue cash advancements
• Ensure necessary paperwork is collected and payments are processed for officials, contractors etc.
• Process credit card reports and reimbursements
• Process voucher reimbursements

Operations

• Recruit, train, and supervisor student workers in the office
• Monitor all student work study time for the department
• Distribute end of season report to head coaches
• Responsible for game contracts for all contests
• Send out weekly notices of all home games and use of Earlham facilities to staff, security, maintenance, and student activities
• Produce weekly eligibility reports twice a week and send to the Associate Director of Athletics
• Book travel requests, distribute team travel information and record travel charges
• Collect team travel itineraries and rosters prior to departures
• Assist in confirming student-athlete eligibility and award confirmation
• Send team rosters to the Registrar’s Office each semester
• Distribute evaluation forms (of coaching and athletic programs) for each team at the end of their season
• Assist in coordinating Special Olympics events including Bowling and Track
• Prepare absence forms for each program

Miscellaneous

• Attend weekly production meetings
• Assist in Student Athlete Advisory Committee initiatives and advising including concession and event preparation
• Assist in the organization of department wide events and camps/clinics/facility rentals including entering into 25Live working with food services as necessary
• Coordinate community service events for all athletics teams

QUALIFICATIONS

• Attainment of a high school diploma or GED
• Effective and professional verbal, written and listening communication skills
• Competent computer skills including experience with word processing, spreadsheets, and database management
• Effective organizational skills
• Ability to multitask and to work with frequent interruptions
• Excellent interpersonal skills, including patience
• Ability to carry out detailed instructions
• Ability to work well in a team setting
• Ability to handle confidential information in an appropriate manner
• Ability to create relationships across campus

TO APPLY

Please submit the following materials through our Earlham Careers Portal:

• Cover Letter
• Resume
• List of 3 References with Contact Information

Earlham College requires all employees to be vaccinated against COVID-19 or apply for and receive a qualified exemption within two weeks of the employment start date.

Earlham utilizes E-Verify to confirm employment eligibility for all newly hired employees within the United States.

Earlham’s Work Authorization Policy

Earlham College is an equal opportunity employer committed to building a diverse community, one that reflects the makeup of society at large and that particularly welcomes and supports individuals from groups that have been historically marginalized because of factors such as race, ethnicity, sex, gender identity, gender expression, sexual orientation, socioeconomic class, and physical ability. The College strongly encourages applications from women and people of color. As an institution with a Quaker identity, the College also solicits applications from members of the Religious Society of Friends (Quakers).